In this article:
Learn how the Licensing register works in Logiqc and how it helps you manage the credential checks that keep your services safe and compliant.
Organisations that provide regulated or specialised services need to confirm that practitioners and contractors hold current, valid licences. The Licensing register gives you a structured way to schedule those checks, record the results, and keep the full evidence history for each credential holder.
Key features
Licensing workflow. Moves each check from setup through action and approval.
Register views. Separates active, closed, scheduled and draft checks.
Customisable columns. Shows the fields relevant to your register view and export.
Licensing details and series. Keeps the setup, check occurrences and evidence together.
Current and future checks. Separates changes to one check from changes to its schedule.
Licensing workflow
The Licensing register sits in the Management menu. Each licensing check moves through three stages.
Select a stage to read its purpose. Recurring checks reuse the licensing details.
- Licensing details: describe the check, set the instructions and schedule, link supporting documents, and assign the Action officer and Approval officer.
- Action stage: the Action officer carries out the check, records the result and attaches evidence. Progress notes can be recorded before the check is complete.
- Close stage: the Approval officer reviews the result, then closes the check or assigns further work.
For a recurring schedule, the licensing details are carried forward to the next check. You do not need to recreate the instructions for each occurrence.
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Register views
The register tabs separate active, closed, scheduled and draft checks. More tabs contains tabs that do not fit in the tab bar.
| Tab | Use it to view |
|---|---|
| In progress | Checks that are in progress and assigned to a user. |
| Closed | Checks that have been closed, including skipped checks. |
| All | Licensing checks across the available workflow statuses. |
| Licensing schedule | Your organisation's program of scheduled licensing checks. |
| Draft | Checks saved as drafts before they are submitted and scheduled. |
Use More tabs to open Licensing schedule or Draft.
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Licensing register columns
Edit columns controls which fields appear in your register view. The available columns vary by tab.
| Column | What it shows |
|---|---|
| Action Officer | The user responsible for carrying out the licensing check. |
| Action history | Instructions, progress notes and actions recorded during the workflow. |
| Approver | The user responsible for approving and closing the check. |
| Assigned to | The user who currently has the task. |
| Business area | The related business area, beneath the primary business area. |
| Closed by | The user who approved and closed the check. |
| Credential holder | The person whose licence or credential is being checked. |
| Credential holder type | Whether the credential holder is a Logiqc user or a contact. |
| Date Added | When the draft licensing check was added. |
| Date modified | When the draft was last changed. |
| Date closed | When the licensing check was closed. |
| Description of qualification received | Qualification details recorded at the Action stage. |
| Due date | The due date shown for the licensing task. Open the check to see its action and approval deadlines. |
| Frequency | How often the check repeats. |
| ID# | The unique Logiqc identifier for the check. |
| Instructions | What the Action officer needs to do. |
| Licensing type | The licence or credential being checked. |
| Licensing/Registration number | The licence or registration number recorded for the credential holder. |
| Meeting | The meeting linked to the check. |
| Primary business area | The top-level business area related to the check. |
| Related items | Other register items linked to the check. |
| Series | The occurrence of the check within its schedule, such as the month and year. |
| Stage | The current workflow stage. |
| Start date | When the scheduled action task begins. |
| Status | The timing status of the licensing check, such as upcoming or overdue. |
| Viewing permission/teams | The teams selected in Access control. |
| Viewing permission/users | Additional individual users selected in Access control. |
Tip: an export includes the columns selected in your view.
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Licensing details and series
The Licensing details page brings together the setup of a check and the other occurrences in its schedule.
- Description contains the credential holder, instructions, schedule, assignments and access settings.
- Series brings together the closed checks, current checks and next upcoming check in the same schedule. It also shows records attached to the checks.
The Series tab helps identify the correct occurrence when a schedule has overdue checks.
Use Series to compare open and completed checks and find the related evidence.
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Current and future checks
The Schedule section separates This licensing task from Future tasks. A schedule can be once off or recurring.
- Edit this task changes the current check.
- Edit schedule opens the scheduler for future checks.
- Close and skip closes the current check and skips to the next occurrence. Use this when an earlier check is no longer required.
- Close and halt closes the current check and stops future checks from being generated. Other checks already generated in the series still need to be dealt with separately.
Choose the control for the current check or the future schedule, depending on what you need to change.
Inactive credential holders: licensing schedules assigned to a user or business contact are halted when that person's profile is made inactive.
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